Post on 26-Dec-2015
transcript
Student Transportation Services
Highway to ExcellenceTransportation Performance Indicators,
Measures and Benchmark Data
Presented by: Greg Akin, Director of Transportation
AgendaAgenda
• Define Efficiency.• Where do we start?
– Expenditures– Revenue
• Establish Performance Indicators.• Things to think about. • Cost savings measures.• Bottom line
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Define Efficiency
• Webster defines efficiency as:– Acting effectively with a minimum of waste or
effort. – Exhibiting a high ratio of output to input.
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Where do we start?
• Expenditures: what is the total cost (expenditures) to run your transportation department?– Salary including benefits, fuel, tires, parts, utilities, contracted
services, overhead costs, everything.
• Revenue: how much money (revenue) do you generate in a school year?– State FTE funds, Warranty claims, used oil, scrap metal, field trips, fuel
sales tax refund, Outside program billings, auction equipment .
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Where do we start?
• Establish a common set of key performance indicators in a range of acceptable parameters.
• Benchmark the key performance indicators• Document effective management practices• Record the performance data to improve resource
deployment and decision making over time.• Develop standards of excellence for each of the
indicators
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Where do we start?
• Gather your data:– Total miles traveled (all buses)– Total gallons of fuel dispensed (all buses)– Total cost for fuel purchased – Total cost of oil, tires and parts– Total buses in fleet– Total route buses in fleet– Number of students transported– Organizational chart – number of bus operators, bus
attendants, mechanics and office staff
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Establish Performance IndicatorsEstablish Performance Indicators
• What do you want to measure?• Operations:
– Fully allocated costs– Percentage of district budget spent on transportation– Cost per student– Percentage of students riding the school bus– Cost to operate a school bus– Cost per mile traveled– Average Bus Occupancy– Managers span of control– Established bus stops– Cost of HSH– Cost of Summer School– Cost to transport Charter Schools 7
Establish Performance IndicatorsEstablish Performance Indicators
• Fleet:– Spare Bus Ratio– Average age of buses (Years/Miles)– Average Maintenance and repair cost per vehicle– Technician – vehicle ratio– Annual parts consumption per vehicle– Average parts inventory value– Parts inventory turnover rate– Span of control– Number of breakdowns for the year– Labor Costs
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Cost per Student Calculation
Factors That Influence This Measure
• Wage and benefit structure and labor contracts
• Cost of the fleet, including fleet replacement plan, facilities, insurance and maintenance
• Effectiveness of the routing plan • Ability to use each bus for more
than one run• Bell schedule • Maximum riding time allowed
and earliest pickup time allowed • Contracted service costs • Types of transported programs
served
Analysis of the Data $571.50 - $698.50
Fiscal Year Measured
Cost per Student
District Cost per Student
% of Increase Decrease
FY 07 $689.00 $275.00 ---
FY 08 $767.00 $348.00 + 10%
FY 09 $664.00 $256.00 - 13.5%
FY 10 $623.00 $240.00 - 6%
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Students Receiving Basic Home to School to Home Bus Transportation
Factors That Influence This Measure
• % of students transported by policy and law
• Placement of school attendance boundaries and zones
• Viable public transportation options (Parent option)
• Special programs supported by transportation
Analysis of the Data40% – 50%
FiscalYear
TotalStudents
TotalStudentsEligible
%Eligible
Total Students Riding Bus
% Riding Bus of Total Eligible
% Riding Bus against Total # Student
FY 08 63,418 45,386 72% 24,552 54% 39%
FY 09 61,940 42,685 69% 24,050 56% 39%
FY 10 62,033 42,746 69% 24,321 56% 39%
FY 11 61,316 43,338 71% 25,445 59% 41%
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Cost per District-Operated Bus
Factors That Influence this Measure
• Local cost of living factors• Bargaining unit condition• Types of programs supported; AYP,
Plus-one, Academies and Cross County transportation
• Geographical Location Serviced• Fuel Costs • Deadhead miles
Analysis of the Data $45 k – $50 K
Fiscal Year
# ofRoute Buses
Total Expenditures(7800 Report)
Cost perDistrictOperated Bus
% ofIncrease orDecrease
FY 07 269 $17,602,922 $65,438.37 --
FY 08 268 $18,838,178 $70,291.71 + 7%
FY 09 235 $16,322,011 $69,752.18 - 1%
FY 10 234 $15,508,754 $66,276.72 - 5%
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Miles between Accidents
Factors That Influence This Measure
• Definition of accident and injury
as defined by Support Services Policy 505 and statute
• Preventative accident training programs
• Experience of driving force
Analysis of the Data 43 K – 74 K
Fiscal YearMeasured
Miles betweenAccidents
Percentage of Increase or Decrease
FY 07 50,220.75 --
FY 08 44,301.31 - 12%
FY 09 58,428.25 + 25%
FY 10 64,094.58 + 9%
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Total Miles per Bus
Factors That Influence This Measure
• Routing system
• Types of transportation programs served
• Size of service area
• District-labor agreements
• Location of bus terminals
Analysis of the Data 18 K – 22 K
Fiscal Year Measured Total Miles per Bus
FY 08 19,268.60
FY 09 19,393.21
FY 10 19,173.59
FY 11 18,849.23
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Runs per Day
Factors That Influence This Measure
• District-managed transportation • Tiered school bell times • Bell schedule changes • Bus capacities • District guidelines on maximum
ride time • District geography • Minimum/shortened/staff
development day scheduling • Effectiveness of the routing plan • Types and location of
transported programs served
Analysis of the Data4 to 6
Fiscal Year Measured Runs per Day per Bus
FY 08 1377 divided by 268 = 5.13
FY 09 1202 divided by 235 = 5.11
FY 10 1200 divided by 234 = 5.13
FY 11 1266 divided by234 = 5.41
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Average Bus Occupancy (Number of Students per Bus) (ABO)
Factors That Influence This Measure
• Effectiveness of the routing plan • Ability to use each bus for more
than one run each morning and each afternoon
• Bell schedule • Type of programs served • Strategic procurement of buses
leveraging seating capacity • District guidelines on maximum
ride time • Parent transportation options
Analysis of the Data .90% - 1.00%
Fiscal Year Measured Average Bus Occupancy
FY 08 .91%
FY 09 103.22%
FY 10 103.79%
FY 11 103.56%
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Students with IEP Transported on Dedicated Buses
Factors That Influence This Measure
• District-managed
transportation • Availability of alternative
modes of transportation
• Partnerships with public transportation agencies
• District’s mainstreaming and Least Restrictive Environment policies
Analysis of the Data 75% - 95%
Fiscal Year
Percentage of Dedicated
Buses
Total Number
ESE Students (G & Y)
Gifted Student
s
Number of
Students
Dedicated Runs
FY 08 1377/3.5/96.5%
5,881 381 392 48
FY 09 1202/2.9/97.1%
2,097 399 216 36
FY 10 1200/2.4/97.6%
1,551 528 129 29
FY 11 1266/ 970 1,140 113 28
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Transportation Expenditures as Percent of General Fund
Factors That Influence This Measure
• Types of transported programs
supported • District-run operation • Percent of students transported
by policy and law • Percent transported by bus
versus public transportation • Public transportation as a viable
option • Labor costs in the district area • Efficient administration of
program
Analysis of the Data 4% - 5%
Fiscal Year Measured Percentage of General Fund
FY 07 3.6%
FY 08 3.83%
FY 09 3.29%
FY 10 3.75%
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Miles between Preventable Accidents
Factors That Influence This Measure
• Definition of accident and injury
as defined by the survey vs. district definition
• Definition of a preventable accident
• Preventative accident training programs
• Experience of driving force
Analysis of the Data 89 K – 106 K
Fiscal Year Measured
Miles betweenPreventable
Accidents
Percentage of Increase or Decrease
FY 07 307,232.82 --
FY 08 304,897.29 - 1%
FY 09 506,378.22 + 40%
FY 10 1,121,655 + 65%
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Cost per Total Mile Operated
Factors That Influence This Measure• Wage and benefit structure• Cost of the fleet, including fleet
replacement plan, facilities, fuel, insurance and maintenance
• Effectiveness of the routing plan• Ability to use each bus for more
than one route or run• Bell schedule• Maximum riding time allowed
and earliest pickup time allowed • Type of programs served will
influence costs
Analysis of the Data$4.50 - $5.50
Fiscal Year Measured
Cost per Total Mile Traveled
Percentage of Increase or Decrease
FY 07 $3.37 --
FY 08 $3.63 + 7%
FY 09 $3.88 + 6.5%
FY 10 $3.45 - 10%
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Route Utilization Efficiency:
Tier Number Rt. Buses
FY 09 – 235
Number Rt. BusesFY 10 – 234
Number Rt. Buses FY 11 - 234
Tier 1 3 (1%) 2 (.8%) 1 (.43%)
Tier 2 68 (29%) 64 (27.35%) 45 (19.23%)
Tier 3 148 (63%) 148 (63.25%) 168 (71.79%)
Tier 4 16 (7%) 20 (8.55%) 20 (8.55%)
Bus Stop Analysis
FY 07 FY 08 FY 09 FY 10 FY 11
Total Number Bus Stops within the District
4, 667 3,895 2,541 2,493 2,451
Number of Bus Stops Not on a Main Roadway
4,261 3,511 2,194 2,152 2,107
Numder of Stops on Main Roadways 45 to 55 mph
313 287 250 244 255
Number of Stops on Main Roadways 55 to 65 mph
93 97 97 97 95
Number of Curbside Bus Stops 1,272 937 707 653 647
Number of Students at Each Stop On Average
14 10 12 13 11
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Trend Analysis on Accidents
Crash Type FY 07 FY 08 FY 09 FY 10
Backing 16 23 13 6
Moving Forward 42 40 31 32
Left Turn 14 14 9 6
Right Turn 9 14 7 7
Rear Ended(Stopped/Stopping)
13 16 12 15
Parked(Properly/not
Properly)
5 1 3 0
Lane Change 1 1 2 0
3 Point Turn 0 1 0 0
Unknown 4 7 1 4
Total 104 117 78 7022
FTE Comparison Chart
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School Year
Number Eligible Students
Transported
Number Route Buses
Average Bus
Occupancy
Estimated Funds
Collected
FY 05 26,032 263 92.59% $10,848,964.00
FY 06 26,956 263 97.46% $11,542,672.00
FY 07 27,039 271 94.51% $12,236,380.00
FY 08 25,744 268 90.93% $12,018,236.00
FY 09 24,680 235 106.00% $11,609,952.00
FY 10 24,287 234 103.79% $10,354,044.00
FY 11 25,445 234 103.56% $10,528,061.00
Mutual agreements
• Shared tire and recap bid• Shared battery bid• Assisted in developing
consortium for fuel bid• Negotiated discount for bio-
diesel fuel• Mutual aid agreement with
County of Volusia for fuel
Authorized warranty repair center for several manufacturer’s
• Blue Bird buses• International Engines & buses• Thomas buses• Cummins engines• Carrier A/C• TransAir A/C• Ricon Wheel chair lifts• Truck-lite lighting
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Performing warranty repairs in-house provides reimbursement for warranty parts and labor reimbursement as high as $75.00 per
hour.
Things to think aboutThings to think about
• Employee turnover rate: Recruitment /Retention• Training costs• Absenteeism rate• Vehicle accidents tracking and trend analysis• Student Behavior Management/referrals• Projected growth or decline in ridership• Collective Bargaining / Union Dialogue• Timely and accurate Billing process
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Things to think aboutThings to think about• On-time delivery• Efficiency and Effectiveness
– Per school – percentage of bus riders– Breakdown per bus the number of riders– Number of buses servicing the school– Cost to run the route
• Annual bus stop review• Bus utilization / pairings (3-tier system)• Deadhead miles• Employee overtime reports• Bi-annual Compliance review of records• Vandalism on buses / Break-ins at facilities or buses
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Cost saving measuresCost saving measures• Consolidated bus stops• Depot stops• Bell times• Bus route to attendant ratio• Out of zone transportation• Eliminate alternative bus stops• Remove non-eligible bus riders• Reduced idling policy• Fully utilize buses in a three tier system• No return to school procedure for unsafe behavior• Reduce overtime
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Bottom Line• Expenditures versus Revenue• Would you run the department any different if it was
your checkbook?• Can you do the job any better?• Continue to monitor the operations and look for
ways to improve the process• Make decisions based on your data!• Balancing Act:
– Quality of Service (Customer Focus)– Political Pressure
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